It’s hard not to complain about the quality of the products or services provided by a company; Especially when they fail to meet the expectations set for us. But as much as we want to control ourselves from making everything a big deal! Businesses often encourage consumers to forward their concerns to a respective body in the form of a letter. Complaint letters allow businesses to understand the needs of consumers and address any existing issues appropriately.
What is the purpose of a complaint letter?
A complaint letter is a type of letter written to address some sort of wrongdoing, offense, grievance, or resentment regarding a product or service. It is also used to raise your concerns about the issue in order to seek a productive outcome. The letter is a great way to channel your pent-up emotions without sounding disrespectful. This will help the concerned authorities become more liable, responsible, and responsive toward these issues.
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Persuading a company to offer you a refund for a poor service or defective product can be quite challenging. While they could easily ignore or decline your request, there’s always a way to make them act accordingly. Here are five components that every complaint letter should have:
Do Solid Research
You’d be surprised by the number of people who have the same problems as you. Most of which have openly shared their experiences online. This will help you approach the situation correctly and figure out the right wording for your complaint letter to a service provider.
Be Brief and Concise
Most emails and letters are kept short and straightforward for a good reason. Keep in mind there is a real person at the receiving end of the line; so if you end up sending a lengthy material, they’ll likely skim through most parts just to get to your main point.
Exercise Polite Manners
Manners matter regardless of the case. Customer service agents tend to offer better service to customers who are cordial and grammatically correct. If you want to receive the assistance that you desperately need, spitting vile oaths and curses won’t get you anywhere.
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Quote Citation of Rules
Companies know better than to argue with the law. Most business agreements are printed or posted online for customers to refer to. If you find out that the company has violated a rule in their end-user licensing agreement; you could use this against them when forwarding your complaint.
Propose a Solution
Although companies usually have a protocol to follow when it comes to addressing complaints; solutions proposed by the complainant are often taken into consideration as well.
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